Job summary
gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity for a GP Practice Administrator has arisen in our City Health Centre Practice in the heart of Manchester City Centre.
The practice has a list size of approximately 15500 patients and also operates the Manchester Urgent Primary Care Hub which cares for all patients in Manchester as an urgent treatment centre.
The successful candidate will be friendly, confident, resilient, flexible, have well developed team work, communication, organisational and customer service skills. Experience of working in a GP Practice and using Emis Web & docman would be desirable but not essential.
We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.
Main duties of the job
1. To have a thorough knowledge of all Practiceprocedures and protocols and know where to access them for reference adheringto them at all times
2. To provide an efficient word processing service forGPs and Health Professionals as required. This includes patient referrals,following the agreed procedure, the typing of letters, reports and minutes, asrequired, accurately and to a high quality standard
3. To support the data management team with chronicdisease recall systems, patient registers and any administration relating tocytology and immunisations as required
4. To manage patient referrals ensuring robust followup and adherence to practice protocols at all times.
5. Summarise new and existing patient notes followingappropriate training
6. To receive incoming and initiate outgoing telephonecalls in order to facilitate timely and appropriate communications with others,taking messages and dealing with appropriate queries.
7. To retrieve medical records and assist thecompletion of medical/insurance records requests.
8. To undertake any other administrative tasks asdirected by the practice manager within field of competence or followingappropriate training.
9. To liaise and arrange meetings as required and toattend meetings and take minutes.
10. Ensure adherence at all times to the requirementsof the Data Protection Act
11. To assist with the gathering of statistics andinformation when required.
About us
At gtd healthcare we believe we do things differently. Our not-for-profit ethos, with a drive to innovate care offers patients the best experience possible and a unique opportunity to transform services.
We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.
Benefits package
As an employee of gtd healthcare, you'll be able to take advantage of our benefits package, including:
12. working for a values-driven organisation;
13. Real living wage employer;
14. access to Wagestream, which provides flexible and on-demand access to stream your pay during the month, in real-time, when picking-up extra shifts;
15. 30 days annual leave, rising to 32 after five years of continuous service;
16. flexible pension benefits including NHS pension scheme;
17. flexible working hours and policies;
18. family friendly and carer policies;
19. opportunities to apply for innovation and quality awards;
20. access to gtd healthcares wellbeing initiatives, which offer a wide range of tools and resources;
21. gtd healthcare social and fun activities; cycle to work scheme.
Job description
Job responsibilities
Administrative Duties
22. To havea thorough knowledge of all practice procedures and protocols and know where toaccess them for reference adhering to them at all times
23. Toprovide an efficient word processing service for GPs and healthcare professionalsas required. This includes patient referrals, following the agreed procedure,the typing of letters, reports and minutes, as required, accurately and to ahigh-quality standard
24. Tosupport the data management team with chronic disease recall systems, patientregisters and any administration relating to cytology and immunisations asrequired
25. Tomanage patient referrals ensuring robust follow up and adherence to practiceprotocols at all times.
26. Summarisenew and existing patient notes following appropriate training
27. Toreceive incoming and initiate outgoing telephone calls in order to facilitatetimely and appropriate communications with others, taking messages and dealingwith appropriate queries.
28. Toretrieve medical records and assist the completion of medical/insurance recordsrequests.
29. Toundertake any other administrative tasks as directed by the practice managerwithin field of competence or following appropriate training.
30. Toliaise and arrange meetings as required and to attend meetings and takeminutes.
31. Ensureadherence at all times to the requirements of the Data Protection Act
32. Toassist with the gathering of statistics and information when required.
33. Photocopyingas required.
Reception duties
34. Undertakeall reception duties when required to support the practices at times of staffabsence
35. Act asa chaperone for general examinations if requested following appropriatetraining
36. Dealwith general enquiries and explain procedures as requested
37. Offergeneral assistance to the practice teams
Premises
38. Open uppremises at the start of the day, if first to arrive, de-activate the alarmmake all necessary preparations to receive patients for the opening time of thepractice
39. Whenlast to leave premises at the end of the day, ensure that the building istotally secured, telephone diverted to Out of Hours number, internal lights areswitched off and the alarm activated
40. Ensurethe reception area, notice boards and leaflet racks are tidy and free fromclutter and obstructions
Personal/Professional development
41. Thepost holder will participate in any training activity implemented by the practiceor gtd healthcare as part of this employment, such activity to include:
42. Participationin an annual performance review (appraisal), including taking responsibilityfor maintaining a record of own development activity
43. Takingresponsibility for own development andlearning by following through objectives set at appraisal
44. Ensureattendance at identified training events
45. Attendinduction training, mandatory training and mandatory updates as required
46. Attendanceat practice meetings
47. Supportthe induction and training of new members of staff in reception procedures
Quality
48. Thepost holder will strive to maintain quality within the practice by:
49. Alertingother team members to issues of quality and risk
50. Assessingown performance and taking accountability for own actions, either directly orunder supervision
51. Contributeto the effectiveness of the team by reflecting on own and teams activities andmaking suggestions on ways to improve and enhance the teams performance
52. Workeffectively with individuals in other agencies to meet patients needs
53. Effectivelymanage own time, workload and resources
Personal/ProfessionalDevelopment
54. Thepost holder will participate in any training activity implemented by thepractices or gtd healthcare as part of this employment, such activity toinclude:
55. Participationin an annual performance review (appraisal), including taking responsibilityfor maintaining a record of own development activity
56. Takingresponsibility for own development and learning by following through objectivesset at appraisal
57. Ensureattendance at identified training events
58. Attendinduction training, mandatory training and mandatory updates as required
Person Specification
Qualifications
Essential
59. Good standard of secondary education.
60. Demonstrable commitment to professional development.
Desirable
61. IT/ Word processing qualification.
Experience
Essential
62. Working in a GP Practice.
63. Working in a busy public reception environment.
64. Working with Clinical software EMIS.
65. Reception & clerical duties.
66. Using computer office programmes.
67. Dealing with the public/patients.
68. Working in a busy telephone answering environment.
69. Working as part of a team.
70. Working in an NHS service
Desirable
71. Working as a medical administrator.
Skills and attributes
Essential
72. Excellent organisational skills.
73. Excellent communication skills verbal and written.
74. Excellent customer service skills.
75. Polite, pleasant & professional interpersonal manner, both on the telephone and in person.
76. Able to work effectively as part of a team.
77. Able to work on own initiative & problem solve within own area of work.
78. An understanding, acceptance & adherence to the need for strict confidentiality.
79. Able to work without direct supervision and determine own work priorities.
80. Able to work under pressure.
81. Able to liaise effectively with a range of individuals/services within the practice, within gtd healthcare and externally.
82. Excellent computer and IT skills.
83. Good report/letter writing skills.
84. Excellent standard of word processing and keyboard skills.
85. Good knowledge of medical terminology and read coding.
86. Able to maintain an accurate and thorough approach to work.
87. Able to work to set standards, policies & procedures.
88. Interest & aptitude for learning new skills.
89. Willingness to actively engage in appraisal, personal development and training.
90. Awareness of diversity issues & able to work in a non-discriminatory manner.
91. Flexible approach to undertaking a wide variety of tasks.
92. Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.
Desirable
93. Statistical & data analysis skills.